Your email account and email address are created for you when you first start working at the University - see Your IT Account.
Note: Your email account is deactivated the day after you leave the University and you will no longer have access to it. Make sure you check your mailbox in good time before you leave for any items you want to keep - contact the Service Desk for advice on archiving.
Staff and research postgraduate mailboxes - email, calendars, and contacts - are hosted by the Microsoft Office 365 cloud-based service.
Access your email and calendar on your desktop at work via Outlook and remotely via Outlook Web Access.
Microsoft Outlook is the standard email and calendaring package for staff and research postgraduate students at the University of Aberdeen.
Part of the Microsoft Office suite, Outlook is a personal information management tool that displays your email, contacts and calendar within one integrated product.
Use Outlook Web App (OWA 365) to access your university email and calendar remotely via a web browser from any location that provides internet access.
See Learners' Toolkit to downolad user guides on configuring compatible mobile devices.
Note: Your mobile device (phone, pad or tablet) must be protected by a 4 digit PIN code if you want to use it for your University email and calendar. Setting a PIN code protects both you and the University from unauthorised access to your University Exchange account.
Depending on your device, PIN codes may also be known as passwords, passcodes, screen lock or unlock patterns. If you need help or advice, please contact the Service Desk - email@example.com.
Outlook is available for Macs. You can also connect to your University Office 365 mailbox via Apple Mail. See Learners' Toolkit to download user guide on connecting your University Office 365 mailbox via Apple Mail.
For information about junk and malicious email and guidance on how to deal with it, see our fact sheet in Learners' Toolkit - click the Download button.
Note: Retention and recovery timescales for files on your H: drive or shared network drives are different.
See www.abdn.ac.uk/staffnet/working-here/it-datastorage for guidance.
A quick summary of the information below is available as a flowchart diagram.
Your Deleted Items folder and Junk Mail folder have a 30 day retention policy applied to them. This means that after 30 days, an item is automatically moved to the Deletions folder.
All your other Outlook folders have a default Never Expire policy applied, meaning that items are never deleted unless you actively delete them.
You can apply your own policies to folders:
Your email account is deactivated the day after you leave the University and you will no longer have access to it. Make sure you check your mailbox in good time before you leave for any items you want to keep - contact the Service Desk for advice on archiving.
Skype for Business is a cloud hosted instant messaging service included with MS Office 365. It was formerly known as Lync.
Skype for Business allows you to communicate and collaborate easily with others using a range of communication options including:
Why not come along to one of our Skype for Business: messaging and more training sessions? Login to the Course Booking System for dates and venues and to book a place.
Skype for Business is installed on all staff PCs on campus as part of the default desktop.
See Microsoft's website for guidance on installing Skype for Business on your campus Mac, personal PC/Mac, or mobile device.
|For full details of all mailing list options - including features of each service, request process, etc. - see our Guide to Services.|
Outlook has facilities for creating a personal address list, or Contact Group See our fact sheet Creating and Using Contact Groups.
Microsoft Exchange Online (part of Office 365 suite) provides email distribution groups that are listed in Outlook Address Book (GAL). Membership is governed and updated nightly by the HR database. They provide College, School or Departmental staff lists aligned to Human Resources.
Mailman allows you to manage self-service mailing lists in support of valid University activities, e.g. for a research project or interest group - via a simple web interface.
Mailman lists can contain external email addresses as well as those of staff and students. However, the service is provided primarily for local use. If you envisage setting up a wider discussion list, open to academics and researchers on a national level, see National Lists below.
Request a new Mailman list
To request the set up of a new mailing list, fill in the online Mailing List Request Form or contact the Service Desk - firstname.lastname@example.org. Student societies should contact the Service Desk in the first instance.
JISCMAIL, the National Academic Mailing List Service, offers the facility for creating and maintaining mail lists. Once a list has been created, interested people can sign themselves up to your list (unless you choose to operate a closed list). Archives of the contents of these mail lists can be viewed online. See www.jiscmail.ac.uk for further details.
This mailing list is provided for the circulation of information to University staff. It is a closed list. To receive messages from the list you must:
Staff email addresses are added to the list automatically, through IT Services user registration procedures, and the list is updated nightly. If you are not on the list, but believe you should be, please contact the Service Desk - email@example.com.
This list is moderated by the Communications Office. If you would like to send a message to this list, please contact firstname.lastname@example.org.
Course lists are automatically generated each night from data received from Student Records and managed via the VLEs (MyAberdeen, MyMBChB, MyBDS, MyPA, MyMedSci).
Note: You can also use MyAberdeen Announcements to contact course lists. For guidance, see the Univresity’s eLearning website at www.abdn.ac.uk/eLearning/myaberdeen/tutorials/, under Communication & Collaboration Tools.
Lists can be created in and are based on parameters within the Student Record System (SRS). Parameters are as follows:
Members of staff may also request from Registry one-off emails are sent to a specific cohort, based on Student Record System parameters (e.g. all students in a School who have a home address in a specific country). Registry require 10 days’ notice for such requests. Contact email@example.com
Mailing lists are provided for the circulation of information to all students or student types (i.e. undergraduate, all taught postgraduates, or all research postgraduates).
Lists are moderated by the Communications Office. To send a message to these lists, please contact firstname.lastname@example.org.
There are video conferencing facilities at the following locations:
These facilities are part of the JANET Video Conferencing Service (JVCS) and may be booked and used by any member of University staff.
For guidelines on booking and using the Old Aberdeen facilities, go to www.abdn.ac.uk/toolkit/staff/video-conferencing/ and click the Downloads button.
For guidance on booking and access to the Suttie Centre video conferencing facilities, please contact Media Sevices - email@example.com.